Denver Public Schls Financial Services Financial Services Manual Full Time Ledger
Table f Cntents Intrductin... 3 Full Time Psitins Budget Develpment... 3 Full Time Ledger... 5 Ledger Frmat... 6 Ledger Details... 7 Alignment f Full Time Staff Assignments t Budget... 10 Cmparisn f Full Time Ledger t Payrll Transmittal fr Accuracy... 10 Full Time Budget vs. Actual Reprt... 13 Full Time Budget vs. Actual Reprt Frmat... 14 Cmparisn f Full Time Ledger t Full Time Budget vs. Actual Reprt... 15 Take Crrective Actin... 18 Actins t Take at Beginning f Schl Year... 18 Actins t Take Mnthly... 19 DPS Financial Services 2 Full Time Ledger
Intrductin The schl full time budget makes up the majrity f the schl payrll budget. These full time psitins are allcated budget fr bth dllars and FTE (Full Time Equivalent). Fr example, a teacher psitin may have a budget f $65,944 in dllars and FTE budget f 1.0. This wuld mean that $65,944 f the schl budget was distributed t pay fr a 1.0 full time (8 hurs/day) psitin. The schl is accuntable fr the number f actual FTE psitins assigned t schl accunts by jb cde, against the budgeted number f FTE psitins by jb cde. Autnmus schls are the exceptin t this mdel as theses schls are accuntable fr actual salary and benefit expenses against salary and benefit budgeted dllars. Since full time budget makes up the majrity f the payrll budget, it is crucial that accurate tracking f assignments against budgeted psitins is maintained. Misalignment r a deficit f just ne teacher allcatin can result in a $66,000 t $68,000 negative impact t the schl budget. While deficits in any budget are certainly a cncern, underutilizatin f resurces is equally detrimental in verlking critical funding available fr use. Full Time Psitins Budget Develpment With the exceptin f nn-federal Grants and Autnmus Schls, mst budgeted full time psitins are based n an average rate that includes salary and benefits. These average annual salary rates are an average calculatin specific t jb cdes. This mdel will nt wrk fr Grants as mst grants are fr a specified amunt and purpse and the funds cannt be pled acrss the district. The Full Time Budget Develpment starts with the schl Principal r Administratr distributing budget t full time psitins planned fr the new schl year. The next step in the prcess is t assign current staff t the psitin r designate the psitin vacant (pending requisitin psting and hiring). This assignment prcess is cmpleted n the budget frm rster tab. DPS Financial Services 3 Full Time Ledger
Figure 1: Example Rster Figure 1 is an example Budget Rster prviding an illustratin f the budgeted psitins that were created during the Budget Develpment prcess which ccurred in the Spring. A number is assigned t each psitin (as shwn in the first clumn) and each psitin is designated as an FTE r partial FTE (percentage) Accunt numbers are assigned t each budgeted psitin as the budget frm the funding surce is distributed t build the psitin. The accunt numbers are autmatically designated based upn a cmbinatin f factrs; funding surce, jb cde, and type f psitin. Psitins can be split funded as seen in the example Budget Rster abve. Ntice the psitin fr Art Vandelay is funded as.69 frm ELA-E and.31 frm Mill Levy with tw different accunt numbers. A schl may be aware f anticipated funding t cme frm a grant r utside surce but the budget and accunt numbers are nt available at the time the budget is being develped. In this case, a place hlder is designated with a psitin descriptin fr a partial r full FTE psitin. This is illustrated in the abve Budget Rster fr emplyee Patricia Kpper (shwn in psitin P006). If the funding des nt materialize fr an emplyee hired against a place hlder psitin, the schl is respnsible fr distributing schl budget dllars t fund the psitin. DPS Financial Services 4 Full Time Ledger
Full Time Ledger The Full Time Ledger was develped by Financial Services as a tl fr the schl administratin t track assignments against budget as the year prgresses and bth budget and staff assignments may change. The initial Full Time ledger was created with data and staff assignments cpied directly frm the riginal schl budget develped in the Spring fr the new schl year. This riginal Full Time Ledger is prvided t each schl and it is then the respnsibility f the schl administrative supprt staff t update it with budget changes and emplyee assignment changes as they ccur. Figure 2, belw, illustrates the data elements that were cpied frm the schl Budget Rster t the Full Time Ledger. Figure 2: Data Elements frm Budget Rster t Full Time Ledger Budget Rster Full Time Ledger DPS Financial Services 5 Full Time Ledger
Ledger Frmat The ledger layut is in grid frmat with the Psitin Number, Grade/Curse/Psitin Type and Emplyee Name displayed dwn the left side and the Accunt Descriptins, Jb Cdes, Accunt Numbers, and Budgeted FTE s displayed acrss the tp. This grid frmat is illustrated in Figure 3, belw. The benefit f this frmat is that the Budgeted FTE s (rw 11) are shwn by Accunt Number and allws fr easy tabulatin f the emplyee assignments against the budget. The assigned FTE s are then summarized int a Sub-Ttal (rw 295) which is cmpared t the Budgeted FTE s t easily identify deficits r vacancies fr individual accunts in rw 296. Figure 3: Ledger Grid Frmat DPS Financial Services 6 Full Time Ledger
Ledger Details: Figure 4: Ledger Layut Detail Figure 4 will help identify the Full Time Ledger details utlined belw. Psitin Number (Clumn A) The psitin number is a reference number t the budgeted grade/curse psitin r type f psitin as listed in the riginal rster f the budget allcatin frm. When teacher r full time staff psitins are psted, the Budget Crdinatr may cntact the schl fr assistance in identifying the riginal budgeted psitin by asking fr this reference number if it is nt clear frm the psting if funding is available. Grade/Curse (Clumn B) - Alng with the Grade r Curse level psitin, this clumn may als cntain the type f psitin that was budgeted, such as Nurse, Secretary, Principal, etc. Name (Clumn C) The ledger was ppulated with the names assigned t the psitins at the time f Budget Develpment in the Spring. Since that time, the staffing assignments may have changed with staff departures and new emplyees being hired. This sectin shuld be reviewed and updated with the current staff assignments t the psitins. (Clumn D) Descriptin Clumn f the header rws frming the tp f the ledger grid. Clumns E thrugh BT - The header rws 2 thrugh 11, will cntain the accunt descriptin, jb cde, accunt number, and Budgeted FTE s fr each accunt number. Tw t three clumns are left DPS Financial Services 7 Full Time Ledger
pen withut this infrmatin, in rder t prvide update ptins fr additinal new accunts with Budgeted FTE s. Additinal clumns are hidden if mre clumns are required. The schl s Financial Partner shuld be cntacted if assistance is needed in making additinal clumns available. Accunt # Descriptin (Rw 2, Clumns E thrugh BT) This heading rw will cntain the accunt descriptin as ppulated in the Budget Rster. Jb Cde (Rw 3, Clumns E thrugh BT) This heading rw will cntain the jb cde as budgeted fr a specific psitin. Accunt Number (Rws 4 thrugh 10, Clumns E thrugh BT) These heading rws cntain the Lawsn accunt number, displayed in vertical stacked frmat frm tp t bttm by accunt cde structure segment. The same accunt number may be displayed mre than nce if multiple psitins were develped fr different jb cdes but similar jb respnsibilities frm the same funding surce. An example f this is illustrated in the sample ledger in Clumns J and L. The funding fr the Kinder Match teacher and Interventin teacher bth were frm the General Fund and while the jb cdes are different they have similar teaching respnsibilities. An accunt number may nt have been available at the time f budget develpment due t a centrally allcated psitin r in anticipatin f new grant funds. If this situatin ccurs, the accunt number field will be ppulated with a descriptin and shuld be updated with a valid Lawsn accunt number. This situatin is illustrated in Clumn F f ur sample ledger shwn in Figure 4. FTE (Rw 11, Clumns E thrugh BT) The number ppulated in this field is the sum ttal f Budgeted FTEs fr each budgeted accunt number. This field must be updated by schl administrative staff fr any subsequent budget adjustments r budget transfers. DPS Financial Services 8 Full Time Ledger
Figure 5: Full Time Ledger Alignment Balancing Feature Figure 5 is prvided as illustrative reference fr the infrmatin prvided belw n hw t use the Full Time Ledger t review fr accurate staffing t budget alignment. Since the layut f this frm is in grid frmat the assignments can be pltted by emplyee fr the FTE r FTE prtin within the budgeted accunt number. The number f FTEs assigned under each accunt number is tabulated t a ttal amunt shwn in Rw 295. The resulting ttal is subtracted frm the Budgeted FTEs in Rw 11 fr each accunt. The result f this calculatin is displayed in Rw 296. If there is n difference between the number f FTEs assigned and the Budgeted FTEs, the amunt in Rw 296 will be zer. If the schl is ver budget, the number will be displayed as a negative fr the number f FTEs ver budget by accunt number. A psitive number in Rw 296 indicates the number f FTEs assigned is less than the budgeted amunt. Rw 296 shuld be reviewed carefully fr all accunts. There may be deficits shwn in sme clumns with psitive amunts in thers. This may be an indicatin f misalignment f staff t budget r that the budget may need t be adjusted. Budget adjustments by means f a Budget Transfer may be required in sme instances when the student cunt f a classrm requires an ELA-S versus ELA-E teacher r vice versa. DPS Financial Services 9 Full Time Ledger
Alignment f Full Time Staff Assignments t Budget A well maintained ledger with updated staff assignments and recnciled budget is the schl s base dcument t ensure the staff assignments are aligned t budget. This dcument then becmes a tl t ensure staff is aligned crrectly by cmpleting the fllwing reviews: Cmparisn f the Full Time ledger t the schl payrll transmittal t verify: Accunt Number Assignment Jb Cde Assignment Ttal FTE Single r Multiple Accunt Assignments Cmplete Requisitins fr new r replacement psitins Cmplete Accunt Number Changes thrugh Lawsn Prtal r advise the HR Recruiting Assciate f Jb Cde changes if discrepancies between transmittal review and full time ledger are identified. Cmparisn f Full Time Ledger t Payrll Transmittal fr Accuracy Imprtant: Change new schl year assignment fr teachers after August 15 and nt befre. It is crucial that the Full Time Ledger is cmpared t the Payrll Transmittal at the beginning f the schl year s that Lawsn Prtal Accunt Cde Changes r PACE frms can be cmpleted if an emplyee s budgeted psitin has changed frm ne year t the next. Data fields that shuld be cmpared between the tw dcuments are: Emplyee Name, Accunt Number, Jb Cde, hurs (if less than 1.0 FTE) and FTE t percentage split if assigned t multiple accunt numbers. Figure 6, belw, shws the mapping f data fields frm the Full Time Ledger t the Payrll Transmittal reprt fr full time emplyees. The wrk days shwn in Figure 6 n the Payrll Transmittal are all 184 days, hwever, the wrk days are based n jb cde and each jb cde is assciated with a cntractual wrk year that may vary frm 184 days. The clumn n the Payrll Transmittal labeled Jb fllwed by Base just belw the title is displaying tw different data fields. Jb relates t the Jb Cde assigned t the emplyee. Fllwed belw that field is an indicatr t nte if the Jb Cde is the Base Jb Cde. Full Time emplyees are nly allwed an assciatin t ne jb cde fr the 8 hur full time psitin and in mst cases yu will nly see ne jb cde ppulated with a Y belw the jb cde, indicating Yes this is the Base Jb Cde. DPS Financial Services 10 Full Time Ledger
Figure 6: Full Time Ledger t Payrll Transmittal Cmparisn Full Time Ledger Payrll Transmittal DPS Financial Services 11 Full Time Ledger
Cntinuing t review the cmparisn between the Full Time Ledger and Payrll Transmittal in Figure 6, there are imprtant differences t recgnize in identifying the FTE assignment. The FTE field n the Full Time Ledger is displayed as a percentage f a 1.0 FTE. Fr example, if a teacher r full time emplyee is scheduled t wrk the full 8 hurs per day, the FTE will be displayed as a 1.0. If the teacher is scheduled t nly wrk ½ day the FTE will be displayed as.50, r ¾ day, the FTE will be displayed as.75. In the case f Lucy Grund, as shwn in Figure 6, the FTE is split.50 t the Arts Teacher accunt and.25 t the Regular/Supplemental Teacher accunt. The frmula t determine the number f hurs the.75 FTE wuld equate t wuld be t multiply 8 hurs times.75; the result will equal 6 hurs. When cmparing the assignment as shwn n the Full Time Ledger t the Payrll Field Jurnal yu will ntice the amunts are nt cmparable. This situatin ccurs because the Payrll Transmittal will shw the percentage f the hurs wrked per day t the accunts t be charged. In mst cases the percentages are cmparable when the wrk schedule is 8 hurs. In the case f Lucy Grund, a different calculatin must be cmpleted fr an accurate cmparisn. Fllwing is an example f hw t calculate the percentage assignments fr Lucy Grund. EXAMPLE CALCULTION: Lucy Grund Budgeted FTE FTE ACCOUNT CALCULATED HOURS.25 XXX110010000021110 8 hurs X.25 = 2 hurs.50 XXX110010007921110 8 hurs X.50 = 4 hurs Ttal FTE.75 Ttal Hurs 6 hurs T determine the percentage f the ttal 6 hurs that shuld be charged t each accunt, the part shuld be divided by the whle (2 hurs divided by 6 and 4 hurs divided by 6) Ttal Percentage 100% % ACCOUNT CALCULATION FORMULA 33% XXX110010000021110 2 hurs 6 hurs =.33 67% XXX110010007921110 4 hurs 6 hurs =.67 Therefre, the 33% and 67% shwn as charged t each accunt fr 6 hurs is an accurate reflectin f the emplyee s budgeted psitin as shwn n the Full Time Ledger DPS Financial Services 12 Full Time Ledger
Full Time Budget vs. Actual Reprt Financial Services will send ut a mnthly reprt which will prvide a cmparisn f Actual Full Time FTEs assigned cmpared t Budgeted FTE s within the schl s BR (Budgetary Respnsibility Cde). This reprt is a tl t ensure the staff is in alignment t the schl s budgeted psitins and prvides a means t determine if the verall staffing is ver r under budget. This reprt shuld be recnciled mnthly t ensure staffing assignments are aligned t budget and t identify any FTE deficits r vacancies requiring further research r crrective actin. Figure 7: Full Time Budget vs. Actual Reprt DPS Financial Services 13 Full Time Ledger
Full Time Budget vs. Actual Reprt Frmat Figure 7 is prvided as a reference example f the reprt frmat and details utlined belw: BR The reprt is run fr all full time emplyees and budgeted psitins assigned t accunts that are tied t the schl BR (Budgetary Respnsibility Cde). If a schl has been given FTE allcatins that are tied t a department r ther prgram BR, these individuals and budgeted psitins will nt be shwn n this reprt. An example f this situatin wuld be Center Prgram Special Educatin psitins which are tied t Student Services prgrams. Accunt A Lawsn accunt number will be listed when there are budgeted psitins r when there are emplyees assigned t the accunt, including instances when a budget is nt available. The accunt number will first be listed in bld type fr the summary rw. Fllwing the summary rw, the accunt number will be listed fr all emplyees assigned t the accunt. Emplyee Name The emplyee assigned t the accunt number as listed in Lawsn will be displayed. Jb Cde The jb cde as assigned in Lawsn will be displayed fr the emplyee assigned t an accunt number. Budgeted FTE The ttal number f Budgeted FTEs by accunt number will be displayed. If an accunt number is displayed, because a persn is assigned t the accunt, but a budget des nt exist, this field will be ppulated with 0.00. Actual FTE The ttal number f FTEs assigned fr the emplyees displayed will be shwn n the summary line fr each accunt in bld type. The FTE percentage will be displayed belw the summary fr each emplyee assigned t the accunt in Lawsn. Vacancy/Overage This is a calculated field as the result f subtracting the summary ttal f the Actual FTEs frm the Budgeted FTE fr each accunt. If the result is psitive, the indicatin is that a vacancy r vacancies exist in that accunt. If the result f the calculatin is equal, 0.00 will be displayed indicating the staff is aligned t budgeted psitins fr the accunt number. If the result f the calculatin is negative, the number displayed will be preceded with a minus (-) sign, indicating a deficit psitin(s) in the accunt number. Further research is required when variances ccur t fully determine if the variances are an indicatin f misalignment f staff r there is an verall vacancy r deficit FTE balance fr the schl. DPS Financial Services 14 Full Time Ledger
Cmparisn f Full Time Ledger t Full Time Budget vs. Actual Reprt When reviewing the Full Time Budget vs. Actual Reprt is it imprtant t determine if the sum ttal f the plus r minus variances in the Vacancy/Overage clumn ttal t a negative (deficit) r psitive (vacancy) number. In mst cases, the variances by accunt number are an indicatin f emplyees assigned t incrrect accunts r incrrect percentage assignments. Figure 8 is prvided as an anntated reference fllwing the Cmparisn Check Pints utlined belw: Cmparisn Check Pints: Cmpare Ttal Budget - When cmparing the ttal budget n the Full Time Budget vs. Actual Reprt t the Full Time Ledger, keep in mind that the same accunt may be shwn n the ledger in several places due t multiple jb cdes and it is imprtant t add the ttal f these ledger clumns t cmpare t the reprt ttal. Any variance between the tw will need t be investigated. If the Ledger Budget is greater this culd be an indicatin f a pending budget transfer r adjustment that has nt been updated in the Cayenta system r an errr in updating the ledger after the initial data cpy frm the Budget Rster. Cmpare Emplyee Assignments An imprtant first review may be t cmpare the emplyee assignments between dcuments fr the accunts that shw a negative r psitive variance. Keep in mind that as yu identify accunts emplyees shuld be mved t, it may create a new variance s it is gd practice t verify the ttal accunt staffing assignments. Emplyees identified with a star fr this example n the Full Time Budget vs. Actual Reprt d nt match the Ledger as illustrated in Figure 8. Research Overall Deficits r Vacancy Ptential Deficit Issues: Determine if an emplyee is shwn n the reprt that des nt wrk at the schl r is assigned t an accunt with n budget allcatin. Lisa Same has been highlighted in Figure 8 as being charged t an accunt with n budget. Determine if a schl emplyee shwn n the reprt is assigned in the Lawsn system t a schl accunt but shuld be assigned t a department accunt. Determine if a schl emplyee is assigned 100 % t a schl accunt that shuld be split funded between the schl and anther schl, department r grant. Determine if a Budget Transfer is required t fund a psitin. Determine if a Budget Transfer has been cmpleted but nt yet updated in the Cayenta system. DPS Financial Services 15 Full Time Ledger
Ptential Vacancy Issues: Is an emplyee wrking in yur schl nt shwing up n the Full Time Budget vs. Actual Reprt? If s, determine the accunt the emplyee is being charged t by cntacting yur HR Partner r Payrll Technician. Is the reprt shwing a vacancy because a budget transfer is pending t cnvert budgeted psitin t be used fr ther purpses? Is there a true vacancy that needs t be psted? DPS Financial Services 16 Full Time Ledger
Figure 8: Full Time Ledger Cmparisn t Full Time Budget vs. Actual Reprt.75 + 1.0 + 6.25 = 8.0 FTE DPS Financial Services 17 Full Time Ledger
Take Crrective Actin Taking crrective actin is imperative when dealing with Full Time budgeted t actual variances since this payrll segment is such a large prtin f the schl budget. Once research is cmpleted t determine the cause f a negative variance, timely actin will prevent ptential verspending if a transfer is required t fund a psitin. Psitin vacancies can n lnger be cnverted t ther uses after December s it is critical that schl resurces d nt g unused. Taking crrective actin t cmplete accunt cde r percentage assignment changes will preclude having t cmplete multiple jurnal entries ver time. Actins t Take at Beginning f Schl Year Review Ledger and update fr any staffing changes nt reflected Cmpare staff assignments n ledger t current Payrll Transmittals Take Crrective Actin If there has been a change in jb cde, FTE assignment, r accunt numbers r FTE percentage assignment: Cmplete a Lawsn Prtal Accunt Cde Change r ntify yur HR Recruiting Assciate if a PACE frm is required fr a Jb Cde Change in time t be effective fr beginning f the cntract year fr the full time emplyee. Full Time teacher cntracts start September 1. D nt cmplete an accunt number change prir t August 15 fr teachers r special service prviders. Imprtant Tip: Ensuring emplyees are assigned t the crrect accunts, jb cde, FTE and percentage at the beginning f the schl year is ne f the mst imprtant tasks t get the alignment f staff t budget accurate, and can save time and effrt ging frward. DPS Financial Services 18 Full Time Ledger
Actins t Take Mnthly Review Payrll Transmittals fr accuracy n any PACE frms r Accunt Cde Changes recently submitted. Update ledgers and review ledgers t Full Time Budget vs. Actual Reprt Take Crrective Actins Pace frms r Lawsn Prtal Accunt Cde Changes Jurnal Entries Budget Transfers Imprtant Tip: It is the respnsibility f the Hme Schl t submit any accunt cde changes fr a full time emplyee wrking at tw schls. DPS Financial Services 19 Full Time Ledger